Hey Marie,
Here at the University of Southern Maine we have an either or policy as noted below. The reference to "APL # 26" is our full University of Maine System Travel Policy.
Cheers.
~~~~~~~~~~~~~~~~~~~~~~~
Larry Waxler, Director
Office of Sponsored Programs
University of Southern Maine
5th Floor Bioscience Building
P.O. Box 9300
Portland, ME 04104-9300
Telephone: 207-780-4413
Telefax: 207-780-4927
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D. MEALS
Reimbursement for meals while traveling can be made in two ways:
Actual cost
Travelers can submit receipts from your meals and be reimbursed for their cost. Restaurant tear slips are not considered valid receipts. Actual meal costs are expected to be reasonable and for the traveler only. Per APL #26, meals should not exceed $48 per day. With approval of Business Services, an exception to this daily limit must be made in advance for travel in high cost localities (i.e., Manhattan, New York City, Washington D.C.). Directly billed, including procurement card, expenses must also comply with the above daily limit.Please read APL #26 for details. When more than one University employee is present, each should pay for his/her own meal. If impractical, all names of other employees should be noted on the appropriate Travel Expense Voucher. Meal costs for non-employees, if included on the Travel Expense Voucher form, must be fully explained (names, affiliations, purpose).
All actual cost reimbursements require a receipt. If, however, a receipt is not issued or is lost, you may use the Lost/Missing Receipt Form accompanied by proof of payment (e.g. a credit statement, cancelled check, etc.). The university expects that a good faith effort will be made by travelers to collect and retain all receipts. A traveler should avoid using Lost/Missing Receipt Form unless absolutely necessary.
Per diem in lieu of receipts for meals
Travelers can be reimbursed for the current Federal Standard CONUS (Continental United States) Per Diem Rate of $39, effective 01/01/06 for Meals. If the traveler selects this option, he/she must use this option for the entire trip (i.e., traveler will not be reimbursed for any specific meal in which a receipt is presented) Click APL #26 for additional information about Per Diem. Click Standard Continental US Per Diem Rate to view the current rate.
>>> Marie Smith <xxxxxx@ECOSTUDIES.ORG> 11/20/2007 3:33 PM >>>
Esteemed colleagues!
Once again I turn to you for guidance. Currently, in order to receive
reimbursement travel and meal expenses, we require that the staff member
turn in the appropriate receipts, and they will be reimbursed for the
amount of the expense that they incurred. It has been suggested that we
should switch to a per diem policy for meals or simply offer the
traveler the choice since many colleges are allowing this.
My question is obvious - Does anyone have a policy that offers per diem
for meals and reimbursement for hotels, etc. or does anyone have a
policy that gives the traveler the choice of per diem or reimbursement.
Thanks and Happy Thanksgiving.
Marie
***************************************
Marie F. Smith, CRA
Grants Administrator
Compliance Officer
Institute of Ecosystem Studies
PO Box AB, 65 Sharon Turnpike
Millbrook, NY 12545
Phone: 845-677-7600 x202
Fax: 845-677-5976
E-mail: xxxxxx@ecostudies.org
Internet: http://www.ecostudies.org
P Please consider the environment before printing this email
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